University Procurement Cards (PCards) are issued in the name of the employee responsible for making purchases on behalf of the University and are to be used for business purchases only. The cardholder may not authorize other department members to use their card and sign for purchases. Personal purchases with the PCards are prohibited. By using the PCards, cardholders authorize and commit University funds and are accountable in the same way they would be held accountable for authorizing purchase orders or direct pays.
Procurement Services must be notified immediately if a cardholder transfers to another department or has changes in the information given on their original application. Department Heads/Managers are also responsible for informing the PCard Administrator, Teresa Chandler (x5045), of all cardholder employee transfers or terminations. If a cardholder is leaving employment at the University, Procurement Services must be notified and the PCards must be returned to ensure that the cardholder’s account is cancelled.
What if my card is lost or stolen?Contact the PCard Administrator, Teresa Chandler (x5045), immediately if your PCard is lost or stolen. If it is after business hours, contact SunTrust Bank's Cardholder Customer Service at 1-800-836-8562. If there are unauthorized purchases made as a result of the PCard being lost or stolen, the cardholder will not be held responsible if the situation is reported in a timely manner.
What are the limitations of the PCard?The PCard may be used for single transactions up to $2,500 or a monthly limit of $5,000. The total number of transactions allowed per day is unlimited as long as the monthly limit is not exceeded.
What are the restrictions of the PCard?Cash advances are NOT permitted on the PCard. Gifts are not permitted on the PCard. Gifts are considered a personal purchase and must be paid with employees’ own personal funds. Employees can utilize their foundation accounts for these purchases as well.
All merchants are classified with a Merchant Category Code (MCC). All merchants with travel-related MCC’s are prohibited for purchases with the PCard with the exception of conference registrations and modes of transportation.
This restriction includes expenses for lodging, restaurants, and gasoline stations with the exception of certain student-recruiting departments and student travel.
Some examples of merchants that may be blocked include chemical companies, firearm manufacturers, producers of radioactive substances, recreational facilities, pharmacy and drugstores, etc. If a cardholder attempts to make a purchase with one of these merchants, the transaction may be denied. If a cardholder has a legitimate transaction which cannot be made due to the restrictions, contact the PCard Administrator and a determination will be made on how to proceed.
What transactions or prohibited?Split Purchases: “Split” purchases occur when a single purchase exceeding the $2,500 spending limit, is split into multiple PCard transactions to circumvent the $2,500 maximum. This practice constitutes a violation of University PCard policy and as a result the violators’ card will be revoked.Unauthorized Purchase: Defined as purchases or services that may not be used to further the legitimate government purpose of the buying entity. This is a violation of University PCard policy and the violators’ card will be revoked.Cash or Cash-type Transactions: Defined as cash, cash in addition to purchase, and cash in lieu of credit for return or exchange of a purchase. It is a violation of University PCard policy and the violators’ card will be revoked.Personal Purchases: Defined as anything not purchased for use and ownership by the University. It is a violation of University PCard policy, regardless of whether the cardholder intends to reimburse the University for the purchase. Fraudulent use or abuse of the PCard will result in immediate suspension of privileges and may result in corrective action, up to and including, termination and/or criminal action. In addition, the University will seek restitution for any inappropriate charges.The violations listed previously are tracked on a monthly basis and reviewed regularly. When warranted, follow-ups are conducted with cardholders and/or managers. Repeated PCard violations may result in termination.
Does sales tax applied to PCard transactions?The Catholic University of America is tax-exempt therefore, sales tax should not be charged on PCard purchases. Merchants should be informed of the tax-exempt status at the time of the transaction. Merchants may request a copy of Catholic University's Tax Exemption Certificate for their files. A copy of this certificate can be obtained from Procurement Services. If sales tax is advertently charged to the PCard, it is the cardholder’s responsibility to contact the vendor and have them issue a credit for the tax amount.The Catholic University of America is not always considered tax-exempt in other states. The University has a list of all states that are tax-exempt on the University's website. If there is uncertainty about specific tax charges, contact your PCard Administrator.